Accounting for Labour | Payroll | Employees History Card | Time Card
Arjun EP
Employee’s Requisition or Placement Requisition
Employees’ requisition or placement requisition is prepared by various departments.
On receipt of the labour placement requisition, the personal department appoints the applicants.
Before appointing, tests and interviews etc are taken by the responsible person.
If test and interview are satisfied appointment orders are issued.
Copy of appointment letter is given to requisitioned and payroll departments.
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Accounting for Share |
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Share in Nepali |
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Debentures |
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Final Accounts: Class 12 |
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Final Accounts in Nepali |
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Work Sheet |
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Ratio Analysis (Accounting Ratio) |
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Fund Flow Statement |
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Cash Flow Statement |
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Theory Accounting Xii |
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Theory: Cost Accounting |
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Cost Accounting |
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LIFO−FIFO |
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Cost Sheet, Unit Costing |
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Cost Reconciliation Statement |
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(1) Payroll
The payroll department is concerned with the calculation and disbursement of wages to employees.
The main function of the payroll department is to prepare a wage sheet.
The wage sheet contains detailed information of the gross and net income of each worker.
It has the following functions:
Specimen format of the payroll
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Everest Company Ltd |
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Payroll |
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S N |
Name of workers |
hours worked |
Rate per hour |
Basic wage |
Over- time |
Bonus |
Allowa- nce |
Leave pay |
Gross pay |
Deductions |
Net pay |
signature |
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PF |
Tax |
Others |
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Total |
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Prepared by: …………………………………….. |
Verified by: ……………………………….. |
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Cashier: ……………………………………………. |
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(2) Payslip
The payslip is a copy of the individual payroll.
It is prepared for each worker.
It is given in advance to the individual worker so that he is aware of his wages.
The specimen of pay slip
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Everest Company Ltd |
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Payslip |
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Name of worker: ………………………………
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Department: ……………………………….
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Token No.: ……………………… |
Wage period: ……………………………… |
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Amount |
Amount |
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Basic pay |
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xxxx |
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Overtime |
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xxxx |
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Bonus |
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xxxx |
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Allowances |
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xxxx |
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Leave pay |
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xxxx |
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Other allowances |
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xxxx |
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Gross pay |
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xxxx |
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Less: |
Provident fund |
xxxx |
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Tax |
xxxx |
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Advance wage |
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Other deductions |
xxxx |
(xxxx) |
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Net pay |
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xxxx |
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Payroll clerk:…………………… |
Date:……………………. |
Signature: …………………….. |
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(3) Wage Analysis Sheet
Wage analysis is the process of comparing the wages of employees to industry and organization standards.
The wage analyses are associated with job codes.
Somewhere wage analysis is a part of human resources but somewhere it is performed in the Personnel Administration.
Specimen format of wage analysis sheet or wage summary
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Everest Company Ltd |
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Wage Analysis Sheet or Wage Summary |
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No: ……………………………………. |
Week ending: ………………………. |
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Job No. 201 |
Job No.202 |
Overheads |
Cost L/F |
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Prepared by: ……………………
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Posted in cost ledger by: ………..………………
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Verified by: ………………………
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(4) Employees Placement Requisition
The personnel department is responsible for the execution of policies regarding the recruitment, discharge, classification of employees and wages system.
The main functions of the personnel department are to recruit workers, train them and place them in the jobs where they are fitted best.
This department is laid down by the Board of Directors or a committee of executives.
Labour placement requisition format
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Everest Company Ltd |
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Employees Placement Requisition |
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Department: ………………………………………….…… |
Requisition No. …………………………… |
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Date: ……………………………………………. |
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Kindly manage the employees of the following categories with effect from ………………………….
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No. of employees Requisitioned |
Category |
Job Specification |
Description |
Remarks |
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Requisitioned by: …………………….. Approved by: ………………….
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(5) Employees’ History Card
An employee history card is maintained to keep the record of every employee.
It contains the details as name, address, departments where he works, name of the former employers, date of appointment, rate of pay etc.
Format of employees history card (personnel record card)
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Everest Company Limited |
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Employee History Card |
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Name: ………………………………………………………….. |
Clock/Card No. …………………………. |
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Father’s/husband’s name:……………………………… |
Date of appointment: ……………………………………… |
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Education: ……………………………………………………. |
Department: …………………………………………………… |
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Date of birth: ………………………………………………… |
Date of joining: ……………………………………………….. |
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Address: |
Basic salary: ………………….……… Grade: ……………… |
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Permanent ……………………………………………………. |
Marital status: ………………………………………………… |
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No. of children: ……………………………………………….. |
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Local …………………………………………………………….. |
Son: ………………………………………………………….. |
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Daughter: …………………………………………………. |
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References: 1. ……………………………………………….. |
Name of previous employer: …………………………… |
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2. ………………………………………………. |
Reason for leaving:…………………………………………… |
(6) Timecard
Timecard is provided to each worker to maintain an attendance record.
Generally, it is for a week or month.
These time record cards are serially kept in a tray at the gate.
When the worker enters into the gate, he picks up his time card from the tray and inserts the card into the time recording clock.
As the card is inserted, the actual arrival time is entered into the card.
The same procedure is repeated for recording workers’ departure time.
This is an effective system of time recording.
The specimen of time card
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Everest Company Ltd |
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Time Card |
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Name of worker: ………………………………….………….…….. |
Department: …………………………………… |
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Token No.: ………………………….……… |
Week ended: ……………………………..……… |
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Days |
Regular |
Overtime |
Total time |
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In |
Out |
In |
Out |
Normal time |
Overtime |
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Sunday |
a.m. |
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p.m. |
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Monday |
a.m. |
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p.m. |
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Tuesday |
a.m. |
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p.m. |
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Wednesday |
a.m. |
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p.m. |
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Thursday |
a.m. |
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p.m. |
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Friday |
a.m. |
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p.m. |
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Saturday |
a.m. |
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p.m. |
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Calculation of wages payable |
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Normal hours worked @ $…… per hour |
xxxx |
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Overtime hours worked @ $…… per hour |
xxxx |
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Gross amount |
xxxx |
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Deductions |
(xxx) |
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Net amount payable |
xxxx |
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Time keeper:……. |
Payroll clerk:………………. |
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Foreman:……….. |
Worker:………………………. |
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Keep in Mind (KIM)
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Nowadays, the most organizations use electronics card and device for time attendance. |
(7) Piece work card
This card is used by the manufacturing company where wage paid to workers on the basis of their output or production units.
In this card, units produced by the worker are recorded with reference to quality.
The specimen of piece work card
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Everest Company Ltd |
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Piece Work Card |
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Name of Worker: …………………………………………. |
Week ending: ………………………..…….. |
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Token No. : ………………………………………….. |
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Department: …………………………………………. |
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Days |
Particulars of work |
Job |
No. of units |
For Cost Office |
Initials |
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done |
No. |
Tendered |
Accepted |
Rate per unit |
Amount |
Time |
Worker |
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On |
Off |
inspection |
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Sunday |
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Monday |
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Tuesday |
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Wednesday |
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Thursday |
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Friday |
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Saturday |
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Foreman: …………………………………………. |
Cost prepared by: ………………………..……… |
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Entered in wage sheet: …………………………….
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(8) Job Cards
A job card is issued to each worker specifying his job.
The worker records his time on the job card as he starts work.
When he completes his work, he again writes time on the card.
Thus, a job card provides information about the nature of work done, time spent thereon and its cost.
The management checks the total duty time of a worker with a job card and attendance record.
If there is any difference, it is recorded in the idle time card.
The specimen of job card
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Everest Company Ltd |
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Job Card |
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Name of the worker……………………………… |
Date……….……………….. |
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Job No. ………………… |
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Job Description |
Time |
Total hours |
Wage rate |
Total amount |
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On |
Off |
Ordinary |
Overtime |
Ordinary |
Overtime |
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Worker……………………..…………….. |
Foreman……………………………. |
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Cost department …………………………………..
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(9) Idle Time Card
This card is used to record unproductive time. Unproductive time is known as idle time.
It may be due to normal or abnormal reasons.
In idle time, workers have been paid without any production activity.
To identify the reasons for the idle time in the factory, an idle time card is maintained.
The specimen of idle time card
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Everest Company Ltd |
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Idle Time Card |
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Worker’s name:…………….…………………. |
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Department:………………….…………………. |
Date:………………….. |
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Reasons for idle time |
Time |
Cost |
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From |
To |
Total |
Rate |
Amount |
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Machine bread down |
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Power failure |
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Waiting for materials |
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Waiting for tools |
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Waiting for instruction |
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Waiting for inspection |
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Other reasons |
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Worker……………………..
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Foreman…………………..
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Cost clerk…………….…..
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(10) Payroll or Wage Sheet
Every organization and trading concern pays wages to its employees.
Wages are paid daily, weekly or monthly basis.
The payroll department maintains or calculates total wages payable to an employee.
Payroll sheet includes
Gross wages include basic wages, overtime (OT), incentives and monetary benefits etc.
Provided fund, insurance, fine, house rent, medical, advance etc are deducted from gross wages.
Net wages = Gross wages – Deduction
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Combined Time and Payroll Card
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Name of the worker: …………………………………….………………..…. |
Week ending: ………………..…………………… |
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No. of worker: …………………………………………………………………… |
Department: …………………..……………… |
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Days |
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Regular time |
Overtime |
Total time |
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In |
Out |
In |
Out |
Normal time |
Overtime |
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Sunday |
am |
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Monday |
am |
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Tuesday |
am |
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Wednesday |
am |
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Thursday |
am |
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Friday |
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Saturday |
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Worked |
Rate |
Total |
Deduction |
Net |
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Calculation of wages |
hours |
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amount |
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amount |
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Normal time |
××× |
××× |
××× |
(×××) |
×××× |
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Overtime |
××× |
××× |
××× |
(×××) |
×××× |
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Total |
×××× |
×××× |
×××× |
(×××) |
×××× |
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Name of the timekeeper: ………………………………….…..…. |
Received net amount as above |
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Name of the foreman: ………………………………………….…… |
Worker: ……………………………… |
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Name of payroll clerk: ……………………………………………..
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Or
Specimen of payroll or wage sheet
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Payroll or Wage Sheet |
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Department: ……………………………………………………… |
Week ending: ………………………… |
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Date: …………………………….…………….. |
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Worker’s No. |
Name of Worker |
Worked Hours |
Amount Earned |
Gross Wages |
Deductions |
Net Wages |
Signature |
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Normal time |
Over time |
Time rate Piece rate |
Bonus |
Allowance Dearness |
Overtime wages |
Other Allowance |
Provident Fund |
Income Tax |
Advance |
Other |
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2. |
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3. |
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4. |
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5. |
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6. |
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7. |
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8. |
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9. |
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10. |
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Total |
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Prepared by: ………………………………………………………… Checked by: ………………………………………………………….. |
Cashier: …………………………………………………
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Note: It is only specimen. This format is prepared in large size register.
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